xcharge credit card processing - successware®21 · 2018-06-15 · xcharge® credit card processing...

XCharge® Credit Card Processing

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XCharge® Credit Card Processing OpenEdge, developer of XCharge® Payment Processing Setup .......................... 1

Setting Permissions for Credit Card Processing ................................................................ 1

Setting Up XCharge Payment Processing in SuccessWare®21 ............................ 4

Capturing and Processing Credit Card Information ........................................... 10

Capturing Credit Card (Keeping a Card on File) .............................................................. 10

Processing Individual Credit Card or ACH Payments ...................................................... 12

Processing a Payment Using ACH or an Electronic Check ............................................. 20

Pre-Authorizing a Credit Card .......................................................................................... 22

Handling Declined Credit Card, ACH or Check Transactions .......................................... 25

Voiding or Cancelling a Transaction ................................................................................. 26

Refunds and Credits ............................................................................................. 27

Processing a Credit Card Refund Associated with a Credit Memo .................................. 27

Processing Refunds without a Credit Memo .................................................................... 30

Setting Up Recurring Payments For Periodically Billed Agreements ................ 33

Batch Creation of Recurring Payments for Existing Agreements ..................................... 33

Creation of Recurring Payments for Individual Agreements ............................................ 34

Cancelling Recurring Billings ............................................................................................ 36

Processing Periodic Billings For Agreements .................................................... 37

Creating Periodic Invoices ................................................................................................ 37

Manually Processing Periodic Billing Payments............................................................... 39

Processing Agreements Set for Recurring Processing .................................................... 40

Handling Failed Periodic Invoice Payments ..................................................................... 41

Posting Periodic Billings ................................................................................................... 41

Reconciling Your Credit Card and ACH Statement in Undeposited Funds ....... 42


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OPENEDGE, DEVELOPER OF XCHARGE®

PAYMENT PROCESSING SETUP

The integration of the XCharge® Hosted Payment Service into SuccessWare®21 will

allow you to submit your customer’s credit card transactions securely to the payment

processor. After configuration of the XCharge account you can:

Process payments via credit card and ACH

Process scheduled agreement billings automatically

Request and release pre-authorizations for future charges

Void payments

Process credit card refunds

Import daily credit card batch reconciliation statements

Once you enable XCharge for SuccessWare®21, credit card numbers are entered via a

secure XCharge form. From this form it is submitted to XCharge and exchanged for a

secure alias that can be used to process transactions against the card. The masked version

of the credit card number (….xxxx) will display in SuccessWare®21, with the last four

digits of the credit card available for verification.

Setting Permissions for Credit Card Processing

After XCharge is activated, permissions must be set to allow specific user groups to

process payments using XCharge. A user with administrative access authority in

SuccessWare®21 must make changes in User Group permissions.

Setting Permissions for Daily Payment Processing

To access and set XCharge permissions:

1. Open the MAIN MENU by clicking the Menu button.

2. Choose Setup and select the USER MANAGER.

3. Right click in the list of users and select User Groups…


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4. Select the User Group to modify from the dropdown list and then click Edit.

5. On the Receivables tab, select the desired Payment Processing permissions to

allow the members of the User Group to process payments through XCharge

and/or to make corrections to XCharge payments.

6. Click Save.

Setting Permissions for Periodic Billing Processing

Before a user can begin processing periodic Agreement billings through XCharge,

permission must be set in the USER GROUPS screen.

To grant permission to process periodic billing payments through XCharge:

1. Access the USER GROUP screen.


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2. Select the User Group to be changed and click Edit.

3. Select the Payment Processing Periodic Invoices and Pmt Proc: Manage

Recurring to allow the members of the group to process payments for periodic

invoices through XCharge.

4. Click Save.

Setting Permissions for Payment Reports

To allow a user to access reports in the Payment Processing section of the REPORT

GALLERY:

1. Access the USER GROUP screen.

2. Select the User Group to be changed and click Edit.

3. Select the Reports tab.


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4. Select Payment Processing Reports option.

5. Click Save.

SETTING UP XCHARGE PAYMENT PROCESSING IN SUCCESSWARE®21

The XCharge Setup Wizard provides an easy to use interface to walk you through the

process of configuration to begin processing credit card transactions. Access the wizard

by:

1. Click the Main Menu icon located on the SuccessWare®21 toolbar.

2. From the Main Menu, select Setup and then choose .

3. Go to the Payment Processing tab on the COMPANY SETUP screen and click the

Edit button.


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4. Click the Processor dropdown and select XCharge and click .


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Step One: Obtaining an XCharge Account

The first step to setting up SuccessWare®21 to process credit cards with XCharge is to

apply for an XCharge merchant account. Obtaining an XCharge account is simple and the

process can be started online. Use the hyperlink displayed on the Step One screen of the

wizard to access the XCHARGE ACCOUNT SETUP screen.

After your XCharge account is activated, return to the CONFIRM XCHARGE ACCOUNT

ACCESS screen to continue setup.

Step Two: Confirming XCharge Account Access

On the CONFIRM XCHARGE ACCOUNT ACCESS screen, enter the XCharge account

information in the appropriate fields and click the button. The

information provided to you by XCharge should include:

The Web ID

An Authorization Key

A Terminal ID

Once you have entered the account information click the Confirm Access button. This

will send a message to XCharge to confirm that the account information has been entered

properly. If successful you will be allowed to proceed to the next setup screen.


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Step Three: ACH Processing

The Automated Clearinghouse (ACH) is a payment delivery system which processes

credit and transfers. Instead of using paper checks, ACH transactions are transmitted

electronically. These transactions will use a customer’s bank account and routing number

instead of credit card or debit card numbers.

In order to use XCharge for ACH Processing you must have a separate ACH Account

with them.

If you have created an ACH Account with XCharge choose Yes and then enter the

credential supplied to you by XCharge. If you will not be using ACH, click No and then

click continue.


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Step Four: Clean Your Credit Card Data

In order to use the XCharge service, all of the credit card information stored in

SuccessWare®21 must be removed. Each credit card number will be submitted to

XCharge and exchanged for a secure alias that will be used to process credit card

transactions. The process of cleaning your credit card data may take up to an hour or

more depending on the number of credit card records you have stored in

SuccessWare®21. However, your users can continue to work normally during the

cleaning process.

Once you have started the clean process You can close the setup window but do not close

the Clean Process window. The process will continue unless you cancel it or close

SuccessWare®21.

To begin the cleaning process:

1. From the CLEAN YOUR DATA…screen in the setup wizard, select the

button.

Step Five: Ensuring Adequate Alias Capture

The next step in the setup process is to check all existing invoices and agreements for

valid alias information. If an invoice or agreement does not have a valid alias for the

credit card number, the payment information must be updated before you can process the

related payments.,

1. Select the button to display a summary of alias information for existing invoices.


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2. Select the button to display a summary of alias

information for all existing agreements.

Step Six: Enabling SuccessWare®21 for XCharge

The final step in the setup process is to enable the features of XCharge. Once this step has

been taken, several changes will take place in SuccessWare®21:

Credit card information in SuccessWare®21 can no longer be unmasked

The last four digits of the card are still displayed for you to verify numbers

All new credit card information is entered in a secured XCharge window

Credit Card and ACH payments can be processed for individual invoices and

manually on periodic Agreement billings

Periodic agreement invoices can have their credit card (not ACH) billings

scheduled and processed automatically through XCharge directly from

SuccessWare®21.

Select the button to enable XCharges features available in SuccessWare®21.


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CAPTURING AND PROCESSING CREDIT CARD INFORMATION

Credit card information can be recorded from the same screens as you did before

enabling XCharge. However, the credit card fields in every form are now disabled. Next

to that field you will see a new XCharge button that is used to open a secure

XCHARGE window. Here you will enter the customer’s credit card number and expiration

date. The information is not stored on your network but rather is sent to XCharge and

exchanged for a secure alias. That Alias can then be used to process transactions against

the customer’s Credit Card. The alias itself is not displayed, instead you see the masked

account number in its place.

Capturing Credit Card (Keeping a Card on File)

Credit card information can be held on file on a customer’s account for future use. The

information can be entered from the following screens.

The Billing Account Detail Screen- Capturing an Alias from this form will set

that credit card as the Default payment method for the customer. When processing

any future payments (accept agreement billings) the card detail will be filled in by

default and you only have to click the XCharge button to process the payment.

The Job Form- Capturing an Alias from the Job Form will set the credit card as

the Default payment method for any billings related to the Job. For a Job, this

information can also be recorded on the Invoice Tab of the Job Summary form.

The Project Form- Capturing an Alias from the Billing Screen of the Project

setup form will set the credit card as the Default payment method for any billings

related to the project.

The Agreement Form- Capturing an Alias from the Agreement Form will set the

credit card as the Default payment method for any billings related to the

Agreement.

You cannot process credit card transactions from these forms.

Once you have a captures alias you will be able to select it to process payments from the

INVOICE PAYMENT FORM and the CASH RECEIPT FORM accessed through the BILLING

ACCOUNT HISTORY screen.

To Capture Customer Credit Card Information for Future Use:

1. On any screen that allows entry of a customer’s payment method, click the Edit

button if necessary and select the PAYMENT METHOD dropdown.

2. Choose Other…


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3. From the list of additional payment methods that displays, select the type of

Credit Card you will be adding.

4. The XCharge button will appear next to the Payment Method selected. Click it to

open the SECURE PAYMENT PROCESSING screen.

5. In the XCharge screen, click the button. The form will create a

secure connection to the XCharge system and give you fields to enter the credit

card information.

6. Enter the CARD NUMBER and the EXPIRATION DATE. Then click the Submit

button.

When the card is submitted, an alias is created and stored in SuccessWare®21.

7. Click Next and then select Close to close the XCharge window.



The “alias” is not displayed, but instead the masked credit card number will appear in the

PAYREF field below the Payment Method.

The Credit Card information that you have entered will now be available for you to select

from the Payment Method dropdown list when processing a payment for the customer.

Processing Individual Credit Card or ACH Payments

Credit card as well as ACH transactions can be processed from the Invoice Payment

Form accessed from an unposted invoice and the Cash Receipt Form accessed through

the BILLING ACCOUNT HISTORY screen.

When processing a payment there are three possible scenarios you will face:

You have already secured an alias for the customer’s credit card either by pre-

capturing it, or having processed a transaction in the past using the card.

You are taking the credit card for the first time and will have to enter the

Credit card information in the XCharge window.

The customer is paying you by ACH or electronic check.

Processing a Payment using an on File or Previously Charged Credit Card

1. From the invoice screen, click the button to access the INVOICE

PAYMENT FORM, or from the customer’s BILLING ACCOUNT HISTORY form select

the Receipt button.

2. Tab to the AMOUNT field and enter the payment amount if it has not filled in

automatically

If you previously captured the Alias from the customer’s Billing Account Detail form it

will be recognized as the Default payment method for the customer and the payment form

will display the alias information and preset the Payment Method.


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3. If the Payment methods does NOT complete automatically but you have charged

the customer’s card in the past, click the Payment Method dropdown and select

the previously entered credit card from the list.

4. Click the XCharge button to open the XCharge SECURE PAYMENT PROCESSING

screen. If your customer has provided a different credit card for you to use, you

can use the CHANGE CARD option to enter new credit card information.



5. Click the button.

6. Choose an option for processing.

If the payment should be processed immediately through XCharge, select

“Process now” and click Process. The payment will be processed and the

result of Approved or Declined will be displayed.

If the payment has already been processed through XCharge outside of

SuccessWare®21 (such as through SWRemote or the XCharge web portal) ,

select “Already processed” and click Done. This will record the payment in

SuccessWare®21 but will NOT process through XCharge.


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Processing Credit Card Without an Existing Alias

If you have not captured an on file alias for the customer or processed their card in the

past, you can manually enter the credit card information in the XCharge window.



the Receipt button.



2. Tab to the Payment Method field and choose the credit card type from the drop

down list.

3. In either form tab to the AMOUNT field and enter the amount of the payment

4. Tab to the PAYMENT METHOD field and select Other from the dropdown list. Then

select the Credit Card type you will be entering.

5. Click the XCharge button to open the XCharge SECURE PAYMENT

PROCESSING screen.


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6. Click the button to open to connect to the XCharge Service.

7. Enter the credit card number and expiration date. Then click the

button. XCharge will return an alias for the card that you can now use to process

the payment.



8. Click the button.



“Process now” and click Process. The payment will be processed and the

result of Approved or Declined will be displayed.

If the payment has already been processed outside through XCharge outside

of SuccessWare®21 (such as through SWRemote or through the XCharge web

portal) , select “Already processed” and click Done. This will record the

payment in SuccessWare®21 but will NOT process through XCharge.


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You will see a displayed response indicating if the transaction processed successfully.

9. Click the Close button to exit the XCHARGE SECURE PROCESSING screen.

10. The masked credit card number along with the expiration date and payment

authorization appear on the CASH RECEIPT FORM. Click Post to post the payment

to the customer’s account.



Processing a Payment Using ACH or an Electronic Check

If you have an ACH account with XCharge you will be able to process ACH payments as

well as process electronic checks from either of the payment processing forms.

In order to process an ACH transaction you will use a Payment Method that has a

Payment Type of Funds Transfer. You will require the Bank Account number and the

Routing number of the account.

If you have received a check payment from a customer, you can process the check

through your ACH Account. You will require the check number, the account number and

the routing number from the check.



the Receipt button.

2. Enter the AMOUNT of the payment

3. Select the PAYMENT METHOD drop down and select either Check if you have

received a check payment or select Other and then the payment type you have set

up for ACH transactions.

If you selected check, enter the check number, routing number and Bank Account No.

If you selected ACH (Funds Transfer), enter the Routing Number and Bank Account No.

4. Click the XCharge button to open the XCharge SECURE PAYMENT

PROCESSING screen.

5. The payment screen will open with your payment and account information listed.

To assure you have the account information correct you can select the Verify the

Bank Account option before processing. This will confirm that you have a valid

Account and Routing Number.

6. Click Continue


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7. Choose an option for processing. If the payment should be processed immediately

through XCharge, select “Process now” and click Process. The payment will be

processed and the result of Approved or Declined will be displayed.

If the payment has already been processed outside through XCharge outside of

SuccessWare®21 (such as through SWRemote), select “Already processed” and

click Done. This will record the payment in SuccessWare®21 but will NOT

process through XCharge.

8. Click Process

You will receive a message indicating if the payment was processed successfully.

9. Close the Payment Processing window



10. Post the Payment.

Pre-Authorizing a Credit Card

Pre-authorizing a customer credit card allows you to assure that the required funds for a

transaction are available and if so, “reserve” those funds on the customer’s account.

These pre—authorized funds can then be processed as a payment at a later point, or they

can be released. If the pre-authorization is not captured as a payment or released within a

short timeframe (in most cases about 5 days) the pre-authorized amount will

automatically expire.

Performing a Pre-Authorization

Pre-authorizations are recorded through the same SECURE PROCESSING window that you

use to process a payment.

Pre-Authorizations can be created from:

Billing Account Detail screen (F3)

The Job Form

The Apply Payment window in the Invoice Form

Job Summary Form

Sales Summary Form

The Billings tab in the Project form


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Each of these forms contains an area to record payment information.

To Create a Preauthorization

1. In the payment information area of the form use the Payment Method dropdown

to select the credit card type you are authorizing, or if there is an existing card on

file select that card.

2. Click the Payment Processing button

3. In the Secure Payment window select the Authorize Credit Card link

You will be taken to the authorization screen. Here you will see a grid that will display

any existing Pre-authorizations that have been created for this credit card.

4. Enter the amount of the authorization and click Authorize.

You will be notified of the authorization attempt was successful and the authorization

will appear in the grid.

If you created the Pre-Authorization form a job related form, the job number will appear

associated with the authorization.



Charging a Pre-Authorized Amount

1. From the APPLY PAYMENT form on an invoice or the RECEIPT form in a

customer’s billing account, enter the amount of the payment and if necessary,

select the card used to generate the pre-authorization from the Payment Method

dropdown.

2. Click the Payment Processing button to open the SECURE PROCESSING window.

3. Click Continue to process the payment

The window will contain a grid that list existing Pre-authorizations on the selected credit

card. If there is an authorization associated with the job you are working from, it will be

check marked. If not, you can manually checkmark the existing authorization you want to

apply the payment against.

4. Click Process


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If the Amount of the payment is less than or equal to the pre-authorized

amount, the payment will be processed.

If the amount of the payment is greater than the pre-authorized amount, the

transaction cannot be processed, but you will be offered the option of

releasing the pre-authorization and attempting to process the payment for the

specified amount.

Releasing a Pre-authorization

1. From any of the forms that allow you to create an authorization, in the payment

method dropdown, select the listed card you have authorized and then click the

Payment Processing button to open the SECURE PROCESSING window.

2. Select the Authorize Credit Card link

3. In the grid of existing authorizations, right click on the one you want to release

and select Release Authorization.

Handling Declined Credit Card, ACH or Check Transactions

When a credit card transaction has been declined you will receive a notice that the

transaction is failed and you will be given the following options:

Resubmit the transaction

Save the transaction information and attempt to submit at a later time (can

only be done from the Invoice Apply Payment form)

Cancel the transaction and record a different payment method.



Voiding or Cancelling a Transaction

If you have submitted a credit card transaction in error or need to reverse it for any other

reason, you will be able to either Void or Cancel the transaction. If the payment has not

yet been processed into your daily batch, you will have the option to Void. If it is the next

day, and the transaction has been included in your batch you will have the option to

Cancel.

If you have just processed the transaction and have not yet closed the Secure Payment

window, you can immediately click the Void option.

The options available for Voiding or cancelling will depend upon where the original

payment was recorded.

From the Invoice Form

1. Click the Adjust button (if necessary)

2. Click the Apply Pmts button

3. On the Payment screen, click the Clear Payment button

4. You will be asked if you want to Void or Cancel the transaction. Select Yes.

The payment will be reversed and the payment form cleared.

5. You can now enter different payment information if necessary or post the invoice

without a payment.

Through the Receipt Form in the Customer’s Billing Account

Open the customer’s billing account, then find and select the payment you must void or

cancel.

1. If it has been allocated to an item (invoice or adjustment) on the customer’s

account, press enter to open the Allocation window.

2. Right click and select Clear All Allocation and click Save.

3. Right click on the payment and select Reverse Receivable.

4. You will be asked if you want to Void or Cancel the transaction. Click Yes.

5. The transaction and the receivable will be reversed.


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REFUNDS AND CREDITS

SuccessWare®21 allows for the processing of Credit memos through a Credit Memo

Wizard. One of the options in the wizard is to process a Refund Transaction against a

customer’s account.

You can also process a refund against a customer’s account without the creation of a

credit memo, but there are additional steps required (instructions follow)

What is the difference between a Refund and Voiding or Cancelling a Transaction?

It’s really about visibility. The processes of voiding or cancelling a credit card transaction

is usually taken when a credit card has been charged in error. The transaction is removed

from the customer’s account and it will appear as a negative transaction in your

undeposited funds so that it can be reconciled.

A refund on the other hand will be represented by a transaction that remains part of the

customer’s billing account history and is usually allocated to a credit memo which has

also been created on the account. The Refund is a reportable transaction and will remain

historically as part of the account.

Processing a Credit Card Refund Associated with a Credit Memo

Credit Memos can be created directly from the invoice that you are crediting or from the

customer’s billing account.

1. From the invoice form, click the dropdown that appears after the invoice number

and select New Credit Memo. From the Billing Account, highlight the Invoice

you are crediting and click the Credit button at the bottom of the screen.

6. Work through the Credit Memo Wizard and post the Credit Memo once

completed.

7. You will be returned to the Credit Memo Wizard with an option to PROCESS A

REFUND AFTER POSTING. Click OK.



8. You will be taken to CUSTOMER REFUND SCREEN. In order to process a Credit

Card Refund, change the FROM REGISTER ACCOUNT to your Undeposited Funds

Account.

9. Tab to the PAYMENT METHOD field. The Credit Card that was used to originally

charge the customer will appear in the list, select it.

10. Click the XCharge Button

You will be shown a summary of the Refund transaction about to be processed.

11. Click Continue


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“Process now” and click Process. The Refund will be processed and the result

of Approved or Declined will be displayed.

If the refund has already been processed outside of the integrated XCharge

system in SuccessWare®21 (Such as through the XCharge web portal), select

“Already processed” and click Done. This will record the payment in

SuccessWare®21 but will NOT process through XCharge.



13. Close the XCharge window and you will be returned to the CUSTOMER REFUND

WINDOW.

14. Click Post

The Refund will automatically be allocated to the outstanding Credit Memo.

Processing Refunds without a Credit Memo

In a situation where you need to process a refund check to a customer and it is NOT

associated with a job, you can do so without the creation of a Credit Memo, however, in

addition to the Refund you MUST create an adjustment to the customer’s account to

properly allocate the refund given.


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To Enter and Post a Customer Refund:

1. Open the BILLING ACCOUNT HISTORY (F4) screen for the customer you wish to

refund.

2. Be sure you are selected on a line item other than an invoice or credit.

3. Click the Refund button.

You will be taken to Customer Refund Screen. In order to process a Credit Card Refund,

change the From Register Account to your Undeposited Funds Account.

4. Enter the Date and Amount of the refund.

5. Enter a Comment indicating the reason for the refund.

6. Select the Payment Method. If the Credit Card you are refunding has been

processed in the past, it will appear in the list. Select it. If the Credit Card is not in

the list, select Other and then the type of card you are refunding.

7. Click the XCharge button

8. Click Continue to connect to the SECURE PAYMENT window.

9. If the card you were refunding was not in the list, enter the credit card information

and press Submit.

10. Click Continue

11. Click Process to process the Refund.

12. You will receive a message that the Refund has processed successfully. Close the

SECURE PAYMENT window and Post the refund transaction.

This will record the refund on the customer account, but it also creates what appears to be

a balance due. We will use a credit adjustment allocated against the Refund to eliminate

the effect of the customer’s balance due.

13. Highlight the refund in the customer’s Billing Account and click the Adjust

button.

14. Be sure that you are creating a Credit Adjustment in the AR ADJUSTMENT form.

15. Choose the ADJUSTMENT CODE that represents the reason for the refund given to

the customer. This will determine the GL account that will be posted against.



16. Enter the AMOUNT of the Adjustment

17. Choose the DEPARTMENT that will be incurring the “expense” of the refund.

18. In the COMMENT field enter a description of the reason for the adjustment.

19. Be sure MANUAL ALLOCATION is selected

20. Click Post

21. In the ALLOCATION SCREEN be sure the unallocated refund is selected and

press Enter to allocate the credit to the Refund.

22. Click Post

The Credit Adjustment will be allocated to the Refund which will no longer display a

balance.


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SETTING UP RECURRING PAYMENTS FOR PERIODICALLY BILLED

AGREEMENTS

SuccessWare®21 supports the capability to set up recurring payments made via XCharge.

These recurring charges can be applied to your periodic agreements. This will allow the

payment to be automatically processed by XCharge without your having to process the

transaction through SuccessWare®21. You will then be able to create the invoices in the

Agreement Manager and download a statement from XCharge that marks those that

processed successfully as paid. You will then be able to post the batch of invoices. All

recurring payments will be processed by XCharge at 2:00AM on the scheduled date.

Note: Agreements that are set with a billing frequency of ‘Other’ are not eligible to be set

up with a recurring payment.

Setting up the scheduled recurring billings can be performed as a batch process or on a

per agreement basis.

Batch Creation of Recurring Payments for Existing Agreements

If you have existing periodically billed agreements, you can create the scheduled

recurring payment with XCharge for all of them in a batch process.

IMPORTANT: DO NOT set up recurring payments in SuccessWare®21 for any

agreement for which you created a recurring payment directly in the XCharge web portal.

Doing so will result in double-billing of this customer.

1. From the COMPANY SETUP screen, select the Payment Processing tab, click Edit

and then click the Properties button.

2. Choose the Setup Recurring Payments hyperlink. This screen will display the

number of agreements that have a credit card alias attached and are eligible for

recurring payments.



Note: You can print a list of the eligible agreements, but you may not set up individual

agreements. If you wish to set up payments for individual agreements, it must be done

from the agreement form.

3. Click the Setup button. This will complete the setup for all eligible agreements.

4. Click OK when process finishes.

Moving forward, if you set up any agreements with Periodic Billing and do not set up the

scheduled recurring billings, you will be shown the same Set Up Recurring Billing screen

when you open the AGREEMENT MANAGER. This will allow you to set up the recurring

billing for those agreements in a batch process.

Creation of Recurring Payments for Individual Agreements

In the process of creating a new agreement for a customer you will have the option to

create the scheduled recurring payment directly from the agreement form.

When Creating an Agreement Outside of the Job Process

1. Open the AGREEMENT FORM and begin to complete the information.

2. In order to be eligible for recurring billing, the agreement must have a TERM of

Perpetual, a BILL METHOD of Periodic Billing and the FREQUENCY of the billing

set to something other than “Other”

The Agreement must also have a payment method of Credit Card and have a captured

alias associated with it.

15. To do so, select the PAYMENT METHOD dropdown.

If the customer has a card on file already, select it.


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If the customer does not have a card on file, select Other from the dropdown

and then the type of credit card you will be entering.

- Click the XCharge button

- Click Continue to connect to the Secure Payment gateway and enter the

card number and expiration date.

- Click Submit to acquire an alias from XCharge.

- Close the form.

4. You will need to enter a date in the BILLING START DATE field. This will be the

date recurring billings will begin. Continuing billings will occur using the day of

month in you billing start date moving forward. For example, this customer will

be billed January 15th and the 15th of each month moving forward.

5. Complete the data entry in the AGREEMENT form and click Save.

6. You will now need to activate the Agreement. To do so, right click in the

background of the Agreement and select Create New/Renewal Invoice. Post the

invoice and then close the invoice form.

7. You will be returned to the Agreement Form and will now have the option to

activate the Recurring billings. Click the Recurring button.

8. A Secure Payment Processing window will open. Review the recurring payment

information and then click Process to create the scheduled recurring billing. NO

PAYMENT WILL BE PROCESSED AT THIS TIME.



You will be taken to a confirmation screen. You can now close the Payment window and

the Agreement.

Cancelling Recurring Billings

If you no longer wish to continue Recurring Billings for an agreement you can open the

agreement and select the Cancel Recurring button

If you attempt to Terminate/Cancel an active agreement that has been set up with

Recurring Billings, you will be prompted that you must cancel the recurring billing

before the agreement can be terminated.


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PROCESSING PERIODIC BILLINGS FOR AGREEMENTS

Agreements set up with Periodic Billings and paid by Credit Card, can be processed

through XCharge from SuccessWare®21. You have two options for processing those

periodic billings:

Schedule Recurring Billings- If you have set up Agreements with scheduled

recurring billings through XCharge, you can create the periodic invoices and

then reconcile them to a statement that you download from XCharge. The

reconciliation statements will match the payments to the appropriate invoice

and indicate whether it processed successfully. You can then batch post the

invoices.

Manually Process from Agreement Manager- If there are agreements that

you want to process instead of them charging automatically, you can set the

agreement up just like those that Auto Bill, but just do not do the Recurring

Setup. You can then generate the periodic invoices in the Agreement Manager

and then process the payments with a right click options. Once the payments

are processed, each invoice will show the status of the payment and you can

batch post the invoices.

When XCharge is enabled, periodic agreement billings can be processed directly from the

AGREEMENT MANAGER.

Creating Periodic Invoices

1. In the AGREEMENT MANAGER, select the BILLINGS DUE search indicator.

2. Enter the date range for which you want to find billings due, as well as any other

search criteria you desire.

3. Press Enter. The AGREEMENT MANAGER will display a list of all billings due for

the specified time frame.



Any of the listed Billing Due that show a red highlighted Payment Method do not have a

valid Alias assigned from XCharge. In order to process these payments, you must

recapture the credit card information. To do so:

Highlight the row and press F7 to open the agreement.

Right click and select Edit Payment Method

Click the XCharge button, add the customer’s credit card information and

click Submit to generate an Alias.

Click Continue.

If you want to set the agreement to process recurring payments automatically

click Enable, if not, just close the form, agreement and customer.

4. Right-click on the list of Billings Due and select Create periodic invoices.

You will be taken to the Periodic Invoices view where you can process payments,

download your recurring payment reconciliation and post the invoices.


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Manually Processing Periodic Billing Payments

When you are taken to the Period Invoices view you will be able to process payments and

post your invoices. If any of your agreements have XCharge aliases associated with them

but are not set to process Recurring, you will manually process them.

To process the payment through XCharge:

1. Right-click in the list of agreements and select Process Payments

A confirmation window will appear to inform you that the invoices in the displayed

list will be processed for payment. Only those invoices with a valid XCharge alias

and ARE NOT marked Recurring will be processed for payment.

2. Click to continue processing.

Successfully processed invoice payments are identified with the word Approval in the

PmtResponse field. Invoices that did not process successfully are identified as Decline or

Call.

Note: If two charges are made where the dollar amount and credit card number are

identical in the same 15-minute interval, the charge will fail (perhaps the customer has 2

agreements). This is a safety feature designed to prevent accidental duplicate charges. If

you determine that 'duplicates' need to be allowed, right-click on the failed invoice and

select Allow Duplicates. The agreement will be flagged to allow duplicate charges for

this and all future invoices.

If you are ready to post the invoices, right click in the background of the list and select

Post All Invoices.



Processing Agreements Set for Recurring Processing

Agreements that are set up for Recurring Processing will have their payment processed

without any additional input by you. You will download a reconciliation statement that

will match the processed payments to the agreement invoice so all you have to do is post.

To Reconcile Scheduled Recurring Payments

1. Create your Periodic Invoices.

2. In your list of periodic invoices, right click and select Reconcile Recurring

Payments.

3. Click Reconcile in the window that opens.

SuccessWare®21 to download all processed recurring payments from the processor and

link them to the appropriate invoice.

4. You will receive a notification with the results of the download. If there are items

that you need to review such as unreconciled transaction you can choose Print to

view the list, otherwise close the dialog.

All processed transaction will display the result in the Pmt Response column of the

Manager.


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Handling Failed Periodic Invoice Payments

In the event that a credit card transaction processed manually or as a recurring charge is

marked as Decline or Call, you may need to contact the customer to obtain new credit

card information. To enter the updated information for the periodic invoice:

1. In your list of Periodic Invoices, select the Unpaid filter to hide any invoices with

successfully processed payments.

2. Highlight the invoice with the failed payment and press F10 to open the invoice.

3. Click the button

4. You will be given a message the processed payment failed and you will be given

the option to reprocess the payment or clear the payment information.

If you rerun the card and it processes successfully, save the payment.

If you clear the payment information you can enter new payment information

provided by the customer and process it using the XCharge button.

If you chose to clear the payment information the invoice will show a balance

due.

5. Post the invoice.

6. Close the invoice and customer to return to the AGREEMENT MANAGER.

Posting Periodic Billings

When periodic invoice payments have been marked as approved, the invoice and

payment can be posted directly from the AGREEMENT MANAGER screen.

1. Apply any desired filtering to the list of periodic invoices.

2. Right-click in the grid and select Post this invoice to post an individual invoice,

or:

3. Right-click in the grid and select Post all invoices to post all displayed invoices.



RECONCILING YOUR CREDIT CARD AND ACH STATEMENT IN UNDEPOSITED

FUNDS

All payments processed through XCharge, both credit card and ACH are posted to your

default Undeposited Funds account. Here you must reconcile the list of transactions and

mark them as deposited to your bank.

To make this process easier, from the reconciliation window you will be able to

download your daily batch from XCharge. The downloaded batch statement will

automatically match its transactions to those recorded in SuccessWare®21.

To Reconcile your XCharge Account

1. In the Account Register, select your undeposited funds account and then choose

reconcile

2. To identify the total of the batch that will be deposited, you can click the XCharge

logo and open the Payment Processing Portal or ACH portal if you are reconciling

ACH.

From there you can identify the batch ID as well as the total balance of the batch.

3. Enter that total balance in the TOTAL OTHER field in the reconciliation window.

4. To make your list easier to work with apply the Credit Card filter and if you know

your batch only contains certain card types, select the CC Types filter to limit the

list, or select the FNDS filter to limit the list to just ACH transactions.


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5. Right Click in the background of the list and select Reconcile Settled

Transactions.

6. Select the date through which you want to see a list of batches.

You will be presented with a list of batches that can be downloaded. Those previously

downloaded appear with a checkmark.

7. Find the batch number you identified in the Portal, select it and click OK.

The transactions will be downloaded. If any of the items in the downloaded statement

could not be matched to items in your account you can choose to view a report of those

items.

8. The items matching the download will be marked as cleared.



9. Click the Continue button

10. Click Finish.

The batch is now available to deposit.

xcharge credit card processing - successware®21 · 2018-06-15 · xcharge® credit card processing...

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